Booking a conference room at a hotel is more complex than choosing a date for your conference and then contacting the hotel to book the conference room.
Work Out Your Numbers First
First work out the exact numbers for the people attending, including whether you will require them to sit in theatre style, boardroom style or cabaret style within the Conference Rooms in the Gloucester Hotel. Each of the rooms differ in size to hold different numbers of people attending.
Confirm the Layout in Writing
Once you have agreed on a conference room and conference layout, ask for a written confirmation of your conference booking. Verbal agreements can be easily forgotten so a brief email exchange is enough to secure your conference.
Understand What the Rate Covers
A day delegate rate includes use of the conference room plus refreshment breaks throughout the day, plus a working lunch. Be sure to check what else is included in the rate and what additional charges there are for things like audio-visual equipment, late night eating etc.
For Gloucester Hotel Conference Rooms, visit https://tewkesburypark.co.uk/hotel-conference-rooms/gloucester.
Pay the Deposit and Get a Contract
Most conference venues ask for a deposit to secure the booking. Make sure you read the other terms and conditions of the contract and keep a copy of it.
Finalise Catering and AV Early
Remember to finalise your conference hotel’s catering, and any required audio-visual equipment such as screens, well before your conference date (typically within two weeks). Additionally, if you are responsible for organising your delegates’ registrations, you will also need to familiarise yourself with the organisation’s data protection rules for businesses and similar bodies.
By following a few simple steps per stage of booking a conference venue, your booking can be completed efficiently and you can enjoy a stress-free conference day.